How To Fix HRGB_SWF003 - Employment Type defaulted to &1 from T5GPBS_ALL entry

SAP Error Message - Details

• Message type: E = Error

• Message class: HRGB_SWF - School Work Force Census

• Message number: 003

• Message text: Employment Type defaulted to &1 from T5GPBS_ALL entry

What causes this issue?

Employment Type is mandatory for all employees and all data modules that
are being extracted. There are 4 possible values;

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

1 Teacher in Regular Service
2 Agency/SA teachers in regular service
3 Teaching Assistants
4 Other support staff
An employee's employment type is derived from 3 possible levels of
contract information;
1) Snapshot Data (at census date); from the SWF Contract Details
infotype (3216)
2) Continual Assessment Data (in the previous 4 calendar months before
the census date); from the SWF Contract Details infotype (3216). If the
employee has multiple employment types then the "highest" is applied to
later modules.
3) Centrals are defaulted to '4'.
However, we realized quite early on in the development that this field
is very important so we have provided a default value in T5GPBS_ALL if
it cannot be derived from one of the three levels of contract
information above.

System Response

The employee's employment type could not be derived from the 3 possible
levels of contract information and instead was derived from the default
value in T5GPBS_ALL.
Data will be generated for this employee, but it may not be in an
acceptable format for the DCSF's COLLECT system.

How to fix this error?

Either you can choose to ignore this warning message
Or you can create a SWF Contract Details infotype (3216) record for this
employee.
The latter approach is preferable!

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRGB_SWF003 - Employment Type defaulted to &1 from T5GPBS_ALL entry ?

  The SAP error message HRGB_SWF003 indicates that the Employment Type has been defaulted to a specific value (represented by &1) from the T5GPBS_ALL table entry. This error typically occurs in the context of SAP HR (Human Resources) workflows, particularly when there is an issue with the configuration of employment types in the system.
  Cause:
  
  Missing Configuration: The Employment Type may not be properly configured in the T5GPBS_ALL table, which is used to define various attributes related to employee groups and subgroups.
  Default Value: The system is defaulting to a predefined value because it cannot find a specific entry that matches the criteria for the employee in question.
  Data Inconsistency: There may be inconsistencies in the employee master data or the configuration settings that lead to the system not being able to determine the correct Employment Type.
  
  Solution:
  
  Check T5GPBS_ALL Table: Review the entries in the T5GPBS_ALL table to ensure that the Employment Type is correctly defined for the relevant employee group and subgroup.
  Maintain Employment Type: If the Employment Type is missing or incorrect, you may need to add or update the entry in the T5GPBS_ALL table to ensure it aligns with the employee's data.
  Review Employee Master Data: Check the employee master data (infotypes) to ensure that all relevant fields are filled out correctly and that there are no missing or incorrect entries.
  Consult Documentation: Refer to SAP documentation or configuration guides for HR to understand the expected setup for Employment Types and how they relate to employee groups.
  Testing: After making changes, test the workflow or process again to ensure that the error does not reoccur.
  
  Related Information:
  
  Transaction Codes: You may use transaction codes like SE11 (Data Dictionary) to view the T5GPBS_ALL table or PA30 (Maintain HR Master Data) to check employee records.
  Infotypes: Employment Type is often linked to specific infotypes (e.g., Infotype 0001 - Organizational Assignment) that should be reviewed for accuracy.
  SAP Notes: Check for any relevant SAP Notes that may address known issues or provide additional guidance on this error message.
  
  If the issue persists after following these steps, it may be beneficial to consult with an SAP HR functional consultant or reach out to SAP support for further assistance.